To insure accurate copying of long reports from rough-draft originals, which procedure is most effective?

• A. examine rough draft for errors in grammar, punctuation, and spelling before assigning it to a typist to copy
• B. glance through each typed report before it leaves the bureau to detect any obvious errors
• C. have another employee read the rough draft and have the typist make necessary corrections
• D. rotate assignments among typists who volunteer to type them

Answer: (C)

Having another employee read the rough draft and then have the typist make the necessary corrections is the most effective way to insure accurate copying because it introduces a fresh, independent review focused on both content and clarity before transcription. This two-step check catches mistakes in substance, phrasing, names, dates, and formatting, and the typist only copies what has already been validated, greatly reducing the chance of propagating errors. It also creates a clear accountability trail: the reviewer identifies what needs change and the typist implements those exact corrections. Glancing at typed copies afterward may catch obvious issues but won’t prevent errors that were in the draft from being copied, and proofreading after typing can require rework and is less efficient. Rotating assignments among volunteers doesn’t address accuracy and shifts focus away from proofreading.